About Orchestrator AI Systems
Orchestrator AI Systems Inc. is a Calgary-based AI systems company focused on helping organizations implement practical technology, automation, and operational solutions.
We are looking for a highly organized and execution-focused coordinator to support our CEO and Director of Marketing across marketing, business development, sales operations, procurement channels, funding programs, and CRM administration.
This is a short-term, hands-on role for someone who can take ownership of detailed operational work, manage multiple deadlines, follow through without repeated reminders, and keep information organized across several active initiatives.
This is not primarily a social media or content creation position. The work is heavily focused on coordination, research, documentation, platform onboarding, data quality, and moving revenue-related projects forward.
Key Responsibilities
Procurement and Tender Platform Onboarding
You will coordinate Orchestrator’s registration and onboarding across priority Canadian procurement, tender, vendor, and business discovery platforms.
Responsibilities include:
- Registering and completing supplier profiles on platforms such as CanadaBuys and SAP Business Network, Alberta Purchasing Connection, BC Bid, Euna Supplier Network and Bonfire, bids&tenders, MERX, and other identified channels
- Collecting and organizing corporate information, service categories, capabilities, certifications, reference information, and required registration documents
- Configuring appropriate service, commodity, GSIN, and UNSPSC codes
- Setting up saved searches, platform notifications, alert routing, and a dedicated procurement opportunity mailbox
- Maintaining a central registry of platforms, login ownership, registration status, deadlines, required documents, and next actions
- Reviewing qualification requirements and identifying missing information or documentation
- Supporting the preparation and coordination of prequalification submissions
- Escalating questions, mandatory requirements, and deadlines to the appropriate internal owner
The immediate priority will include supporting work related to the Public Services and Procurement Canada Artificial Intelligence Source List, which has a September 30, 2026 submission deadline. The attached strategy identifies this as the most time-sensitive opportunity in the current channel plan.
This role will support registrations and submission coordination. It will not independently decide which tenders the company should pursue or prepare complex technical proposals without executive direction.
Non-Dilutive Funding Coordination
You will assist with moving grant, tax credit, subsidy, and other non-dilutive capital opportunities forward in coordination with Orchestrator’s leadership team and Leyton.
Responsibilities include:
- Maintaining a centralized tracker of funding programs, eligibility requirements, deadlines, owners, and application status
- Coordinating meetings, follow-ups, document requests, and outstanding actions with Leyton
- Gathering corporate, financial, payroll, project, and technical documentation from internal stakeholders
- Organizing supporting materials in clearly labelled folders
- Following up with internal owners to prevent applications from stalling
- Reviewing application checklists for missing information
- Maintaining clear records of submissions, correspondence, deadlines, and next steps
- Preparing concise weekly updates for leadership
You will not be expected to provide accounting, tax, legal, or financial advice.
CRM Hygiene and Revenue Operations
You will help improve the accuracy, consistency, and usability of the company’s CRM.
Responsibilities include:
- Reviewing and cleaning contact, company, and deal records
- Identifying and merging duplicate records
- Correcting incomplete, outdated, or inconsistent information
- Standardizing company names, contact details, deal stages, lifecycle stages, lead sources, and ownership fields
- Assigning unowned records to the correct team member
- Updating follow-up dates, notes, activities, and next actions
- Identifying contacts and deals that require attention
- Supporting list segmentation and pipeline reporting
- Documenting CRM conventions so the database remains clean after the contract ends
- Assisting with basic sales reporting and weekly pipeline updates
- Experience with HubSpot or a comparable CRM is strongly preferred.
Marketing, Sales and Executive Support
Additional responsibilities may include:
- Conducting market, competitor, prospect, partner, and channel research
- Preparing contact lists and organizing outreach information
- Drafting and formatting internal documents, emails, summaries, presentations, and reports
- Coordinating meetings and following up on assigned action items
- Supporting campaign execution and basic marketing administration
- Organizing shared drives, folders, templates, credentials, and project documentation
- Maintaining trackers and ensuring deadlines are visible
- Supporting the CEO and Director of Marketing with other time-sensitive marketing, sales, and revenue initiatives
What Success Looks Like
By the end of the engagement:
- Priority procurement and vendor platform registrations are completed or clearly documented as pending
- Profiles are accurately completed using the correct service and commodity categories
- Procurement alerts and saved searches are active and properly routed
- A central platform and qualification tracker is current and usable
- Leyton and non-dilutive funding activities have clear owners, deadlines, documentation, and next steps
- The CRM contains fewer duplicates, fewer incomplete records, clearer ownership, and more reliable pipeline information
- Leadership receives a concise weekly progress report showing completed work, outstanding items, risks, and upcoming deadlines
- All credentials, documentation, and operating instructions are handed over in an organized format
Required Qualifications
- One to three years of experience in marketing operations, sales support, business administration, revenue operations, project coordination, or a similar role
- Strong organizational and project-tracking skills
- Excellent attention to detail
- Strong written English and professional communication skills
- Confidence working with spreadsheets, shared drives, online platforms, and CRM systems
- Ability to research unfamiliar platforms and follow detailed registration instructions
- Ability to handle confidential business information responsibly
- Ability to manage multiple assignments without losing track of deadlines
- Comfortable following up with senior team members for missing information
- Able to work independently while escalating important decisions appropriately
Preferred Qualifications
- Experience with HubSpot or another CRM
- Experience with government procurement, tender platforms, vendor registrations, grants, tax credit programs, or funding applications
- Experience supporting a technology, professional services, construction, or business-to-business organization
- Familiarity with CanadaBuys, SAP Business Network, Alberta Purchasing Connection, MERX, Bonfire, bids&tenders, or similar platforms
- Experience working directly with founders, executives, or department leaders
Who This Role Is Best Suited For
This opportunity is suited to someone who enjoys bringing order to complex, incomplete, or scattered information.
You should be comfortable moving between CRM cleanup, vendor registration, document collection, research, executive follow-up, and project coordination during the same day.
You will succeed in this role if you are proactive, accurate, persistent, and willing to ask direct questions when information is missing.
You will struggle in this role if you require every task to be fully defined before beginning, avoid administrative detail, or wait for repeated reminders before following up.
Application Requirements
Please submit:
- A short explanation of why this temporary role fits your experience
- Your availability over the next eight weeks
- A brief example of a project where you organized incomplete information, coordinated multiple stakeholders, or cleaned up a process or database
Applications that do not address availability may not be considered.
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Casual dress
- On-site parking
Work Location: In person
